Job summary
Overview
The Abingdon Surgery is committed to delivering professional, personalised, and high-quality healthcare services.
We are seeking an experienced and enthusiastic administrator to join our support team and help improve the efficiency and quality of our practice.
The Lead Admin Assistant will play a pivotal role in ensuring the smooth running of clinical administration, meeting our contractual obligations, and supporting innovation and improvement across a range of admin processes and projects.
This role requires a high level of organisation, attention to detail, and strong interpersonal skills
Main duties of the job
Key Responsibilities
Clinical Administration & Compliance
-
Ensure compliance with GP contractual obligations (QoF, IIF, LES/DES).
-
Monitor performance metrics and support business optimisation using Ardens tools.
-
Prepare audits, data reports, and claims for enhanced services and targets.
-
Collaborate with the lead admin team to support seasonal and project-based activities.
Team Support & Training
-
Assist with documenting administrative processes and delivering staff training.
-
Maintain and update clinical templates and protocols, providing technical support to colleagues.
Data Quality Management
-
Oversee data accuracy and coding in patient records.
-
Conduct audits and ensure compliance with data protection and information governance standards.
-
Support the Business Manager with data sharing agreements and impact assessments.
Process Improvement & Innovation
-
Lead quarterly workflow review meetings.
-
Drive service improvements and support health campaigns and change initiatives.
-
Identify opportunities for data quality and patient care improvements.
Stakeholder Engagement
-
Liaise with internal teams and external stakeholders including PCSE, PCN, NHS(E), and local authorities.
-
Serve as a subject matter expert and primary contact for external service providers.
About us
The
Abingdon Surgery, based in Oxfordshire is looking for a lead admin assistant to join our friendly team.
Abingdon-on-Thames
is a historic market town set on the river. It has excellent schools, transport
links and good local amenities. Oxfords cultural highlights are only twenty
minutes away.
As one of
the highest-rated surgeries in South Oxfordshire, our surgery strives to
provide a high-quality service to patients and staff.
The successful
candidate will want to join a team who is passionate about innovation, health
and wellbeing, equality and sharing workload fairly.
We offer
high-quality patient-centred care, whilst fostering a collaborative and
supportive environment for all GPs and staff.
Job description
Job responsibilities
Key Responsibilities
Clinical Administration & Compliance
- Ensure
compliance with GP contractual requirements (QoF, IIF, LES/DES).
- Monitor
and report on performance metrics to meet contractual targets.
- Use
Ardens Manager to drive business performance
- Utilise
Ardens Case Finders to enhance practice prevalence within QoF registers.
- Buddy up
with our second lead admin assistant to optimise outcomes for routine,
seasonal, and project-based work.
- Prepare
and submit audits, data reports, and claims for enhanced services and QoF
targets.
- Undertake
other administrative and reporting activities as directed by the Practice
Manager or Management team.
Team Support & Training
- Assist
the Administration Manager with process documentation and staff training.
- Develop
and maintain clinical templates and protocols for optimal system use.
- Ensure
that old templates and protocols are appropriately archived
- Provide
technical support to colleagues and foster a collaborative work
environment.
Data Quality Management
- Oversee
data quality and ensure accurate coding in patient records.
- Conduct
audits and searches to support clinical and contractual targets.
- Maintain
compliance with data protection regulations and information governance
policies.
- Support
the Business Manager to ensure that data sharing agreements and data
protection impact assessments are optimised
Process Improvement & Innovation
- Plan,
document, and lead regular quarterly meetings to review workflows and
objectives
- Drive
improvements in patient care by supporting change projects and health
campaigns, including immunisations.
- Identify
and act on areas for data quality improvement in collaboration with
clinical teams.
Stakeholder Engagement
- Liaise
with internal teams (GPs, nurses, admin staff) and external stakeholders
(PCSE, PCN, patients).
- Act as
a subject matter expert and key contact for NHS(E), local authorities, and
external service providers.
Skills & Experience Required
- Strong
knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
- Proficiency
in clinical coding, audits, and data analysis.
- Ability
to extract, manipulate and simplify complex data sets for interpretation
by other colleagues
- Excellent
organisational and interpersonal skills with attention to detail.
- Experience
in training and supporting staff in clinical administration processes.
- Familiarity
with information governance, GDPR, and CQC standards.
Scope of Role
The Lead
Admin Assistant will work closely with the Administration Manager, Practice
Manager, Operations Manager and clinical teams to maintain high standards of
care and practice efficiency.
You will be
expected to deputise for and swap roles with the second lead admin assistant to
ensure you build knowledge and capability across all aspects of the lead admin
role.
The role
requires flexibility, adaptability, and a commitment to the surgery's vision
and values. Support the Business Manager as required.
Key
Relationships:
- Internal:
GPs, nurses, admin team, Practice Manager, Business Manager, Admin
Manager, Patient Services Manager, Lead Admin.
- External:
Patients, PCSE, Ardens, NHS(E), solicitors, coroners office, PCN
Partners.
Additional Duties
- Attend
team meetings and contribute to the practices strategic goals.
- Act as
a point of contact during absences of senior admin staff.
- Support
the practices compliance with CQC standards and other regulatory
requirements.
Job description
Job responsibilities
Key Responsibilities
Clinical Administration & Compliance
- Ensure
compliance with GP contractual requirements (QoF, IIF, LES/DES).
- Monitor
and report on performance metrics to meet contractual targets.
- Use
Ardens Manager to drive business performance
- Utilise
Ardens Case Finders to enhance practice prevalence within QoF registers.
- Buddy up
with our second lead admin assistant to optimise outcomes for routine,
seasonal, and project-based work.
- Prepare
and submit audits, data reports, and claims for enhanced services and QoF
targets.
- Undertake
other administrative and reporting activities as directed by the Practice
Manager or Management team.
Team Support & Training
- Assist
the Administration Manager with process documentation and staff training.
- Develop
and maintain clinical templates and protocols for optimal system use.
- Ensure
that old templates and protocols are appropriately archived
- Provide
technical support to colleagues and foster a collaborative work
environment.
Data Quality Management
- Oversee
data quality and ensure accurate coding in patient records.
- Conduct
audits and searches to support clinical and contractual targets.
- Maintain
compliance with data protection regulations and information governance
policies.
- Support
the Business Manager to ensure that data sharing agreements and data
protection impact assessments are optimised
Process Improvement & Innovation
- Plan,
document, and lead regular quarterly meetings to review workflows and
objectives
- Drive
improvements in patient care by supporting change projects and health
campaigns, including immunisations.
- Identify
and act on areas for data quality improvement in collaboration with
clinical teams.
Stakeholder Engagement
- Liaise
with internal teams (GPs, nurses, admin staff) and external stakeholders
(PCSE, PCN, patients).
- Act as
a subject matter expert and key contact for NHS(E), local authorities, and
external service providers.
Skills & Experience Required
- Strong
knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
- Proficiency
in clinical coding, audits, and data analysis.
- Ability
to extract, manipulate and simplify complex data sets for interpretation
by other colleagues
- Excellent
organisational and interpersonal skills with attention to detail.
- Experience
in training and supporting staff in clinical administration processes.
- Familiarity
with information governance, GDPR, and CQC standards.
Scope of Role
The Lead
Admin Assistant will work closely with the Administration Manager, Practice
Manager, Operations Manager and clinical teams to maintain high standards of
care and practice efficiency.
You will be
expected to deputise for and swap roles with the second lead admin assistant to
ensure you build knowledge and capability across all aspects of the lead admin
role.
The role
requires flexibility, adaptability, and a commitment to the surgery's vision
and values. Support the Business Manager as required.
Key
Relationships:
- Internal:
GPs, nurses, admin team, Practice Manager, Business Manager, Admin
Manager, Patient Services Manager, Lead Admin.
- External:
Patients, PCSE, Ardens, NHS(E), solicitors, coroners office, PCN
Partners.
Additional Duties
- Attend
team meetings and contribute to the practices strategic goals.
- Act as
a point of contact during absences of senior admin staff.
- Support
the practices compliance with CQC standards and other regulatory
requirements.
Person Specification
Qualifications
Essential
- Five GCSEs including grade A to C in English and Maths
- Good interpersonal skills.
- Good organisational skills planning and prioritisation.
- Good team worker.
- Shows high ethical integrity understands confidentiality.
- Respectful of diversity and the different life choices made by individuals.
- Personalised approach to the needs of individuals.
- Shows attention to detail when required.
- Understands the importance of compliance with best practice care pathways.
- Ability to recognise and work within limits of competence and seek advice when needed.
- Commitment to working with people who are disadvantaged by adverse circumstances.
- Strong interest in safeguarding.
- Flexible and adaptable, with a willingness to support change projects and innovation.
- Commitment to improving the efficiency and quality of administrative processes.
- Positive and proactive attitude towards identifying and implementing improvements.
- Experience of direct contact with patients/service users and their carers or families or equivalent customer service experience.
- Experience of or skills to coordinate meetings.
- Experience of auditing and preparing reports to meet contractual obligations (e.g., QoF, LES/DES).
- Creation of reports using Microsoft Word.
- Presenting information using Microsoft PowerPoint.
- Displaying numerical or graphical information using Microsoft Excel.
- Displays the ability to write technical queries or undertake basic coding
- Creating a chronology of events from a health or care record based on a protocol.
- Identifying risk factors from a clinical or care record based on a protocol.
- Ability to extract, manipulate, and simplify complex data sets for interpretation by others.
- Knowledge of data protection regulations and information governance.
- Skills in developing templates and protocols to optimise system usage.
- Proficiency in planning and documenting workflows and objectives.
- Meets DBS reference standards and criminal record checks.
- Access to own transport and ability to travel across the locality on a regular basis.
- Appropriate emotional resilience given the nature of the role.
- Able to use a keyboard and VDU for sustained periods as required by the role.
- Willingness to attend team meetings and support strategic goals of the practice.
- Familiarity with NHS systems and external stakeholders (e.g., PCSE, PCN, Ardens).
Desirable
- Experience of working in the health or care sector.
- Experience of working within a multi-professional team.
- Experience of introducing and training on the use of new procedures and protocols.
- Experience of using electronic health or care records.
- Experience of working in Primary Care.
- Experience of clinical terminology and coding.
- Experience of working with EMIS and Docman.
- Experience of safeguarding in any capacity (work or voluntary).
- Knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
- Familiarity with Ardens Manager and Case Finders.
- Auditing adherence of colleagues to organisational policies and procedures.
Person Specification
Qualifications
Essential
- Five GCSEs including grade A to C in English and Maths
- Good interpersonal skills.
- Good organisational skills planning and prioritisation.
- Good team worker.
- Shows high ethical integrity understands confidentiality.
- Respectful of diversity and the different life choices made by individuals.
- Personalised approach to the needs of individuals.
- Shows attention to detail when required.
- Understands the importance of compliance with best practice care pathways.
- Ability to recognise and work within limits of competence and seek advice when needed.
- Commitment to working with people who are disadvantaged by adverse circumstances.
- Strong interest in safeguarding.
- Flexible and adaptable, with a willingness to support change projects and innovation.
- Commitment to improving the efficiency and quality of administrative processes.
- Positive and proactive attitude towards identifying and implementing improvements.
- Experience of direct contact with patients/service users and their carers or families or equivalent customer service experience.
- Experience of or skills to coordinate meetings.
- Experience of auditing and preparing reports to meet contractual obligations (e.g., QoF, LES/DES).
- Creation of reports using Microsoft Word.
- Presenting information using Microsoft PowerPoint.
- Displaying numerical or graphical information using Microsoft Excel.
- Displays the ability to write technical queries or undertake basic coding
- Creating a chronology of events from a health or care record based on a protocol.
- Identifying risk factors from a clinical or care record based on a protocol.
- Ability to extract, manipulate, and simplify complex data sets for interpretation by others.
- Knowledge of data protection regulations and information governance.
- Skills in developing templates and protocols to optimise system usage.
- Proficiency in planning and documenting workflows and objectives.
- Meets DBS reference standards and criminal record checks.
- Access to own transport and ability to travel across the locality on a regular basis.
- Appropriate emotional resilience given the nature of the role.
- Able to use a keyboard and VDU for sustained periods as required by the role.
- Willingness to attend team meetings and support strategic goals of the practice.
- Familiarity with NHS systems and external stakeholders (e.g., PCSE, PCN, Ardens).
Desirable
- Experience of working in the health or care sector.
- Experience of working within a multi-professional team.
- Experience of introducing and training on the use of new procedures and protocols.
- Experience of using electronic health or care records.
- Experience of working in Primary Care.
- Experience of clinical terminology and coding.
- Experience of working with EMIS and Docman.
- Experience of safeguarding in any capacity (work or voluntary).
- Knowledge of GP contractual frameworks (QoF, IIF, LES/DES).
- Familiarity with Ardens Manager and Case Finders.
- Auditing adherence of colleagues to organisational policies and procedures.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
